Main problems to be solved (analysis):
Public facilities are important for the quality of life, the vitality of the region. That applies within municipalities for local basic services and on regional scales for facilities of supra-local significance. The region of Northeast Fryslân (still) has a good level of facilities. Because of various developments, the level of facilities is, however, under pressure. How can we keep the necessary facilities exploitable and reachable for the inhabitants of the region?
The current economic situation, the population decline, ageing an dejuvenation of the population, makes it difficult to maintain all public facilities in each individual municipality. For a number of facilities a sustainable exploitation is increasingly problematic.

Aim of the project:
The aim of the project Regional Coordination of Facilities is to provide in the future
high-quality facilities appropriate to the predicted composition and size of the population of the region of Northeast Fryslân.

In order to achieve that it is necessary to:
■ develop insight in order to be able to preserve or realize (necessary) facilities that are exploitable and so "future-proof"
■ prevent individual decision making of individual municipalities which may lead to reduction in the level of provision in the region of Northeast Fryslân
■ acquire of support among the population for the choices.

(Expected) Results:
In the context of a first exploration of the possibilities for a joint regional dispersion policy for sport and cultural facilities, the facilities are enumerated. The results of this exploration are set out in the document "Naar een voorzieningenspreidingsplan" (“towards a dispersal plan for facilities), in which also scatter (distribution) maps per facility are included. This document describes the current situation and contains a quick scan of opportunities and threats.

It is a "baseline-measurement" and good starting point for further investigation in order to answer the question: “what and how many facilities does the region need in 2020 / 2030, considering the demographic and social developments within the region?”. We had to take into account the existing social structure of villages (because of the existing volunteers who are able to maintain the facilities), groups of villages and the interrelationships between villages.

The (expected) results are:
■map images of the existing situation
■map images of the necessary facilities: an ideal dispersion model (with variants / scenario’s), based on the size and composition of the population in 2020 towards 2030.
■ a methodology based on standards and indicators to provide insight into the consequences of demographic developments
■ report with description of the methodology and map images

(Expected) Outcome within the WP:
Insight into what and how many facilities the region Northeast Fryslân need in 2030, based on population projections, in order to optimize the number of supra-local and regional facilities.

The number of required facilities depends not only on the size and composition of the population, but also of, for example, the necessary support of a facility, a 'reasonable' distance that inhabitants are able or willing to travel, etc. This is different for each type of facility, but is also influenced by mobility of the target group, by type of transport (think of public transport), and ICT-solutions.
Therefore, to determine and visualize the required spread of facilities, standards (number of customers, members, pupils) and indicators (maximum scope) are determined.
Using these standards and indicators and population forecasts, future numbers of facilities (base facilities, sports facilities, cultural facilities and education) can be calculated and mapped.

Map images can be used as a tool to facilitate the discussion within the region, municipalities and villages in order to create awareness of demographic development and their implications.

The methodology provides a scatter model (a set of map images) that will be used as an instrument to discuss the problem of population decline and the impact on facilities with the inhabitants and decision makers in their area.

Different scenarios can be calculated by means of a model-based approach.

Outcome for the region as a whole (impact of the project; effects may be written in terms of the sustainability triangle = 3 P approach (people, planet, profit), i.e. benefits on the social, economic and physical part)
Based on the results, the decision makers can make well considered choices, for example about closure of unprofitable or unsustainable facilities (sport accommodations, schools), concentration of facilities or building multifunctional accommodation with acceptable effects for the population (travel distance, costs).

what process did you run through to fit the project into local conditions?
Participation of all local governments, with officials having knowledge of the local situation.

how did you sustainably implement the project (locally, regionally)?
The project is part of a broader regional implementation agenda (ANNO).

KEY QUESTIONS LIST:

1 Which successes were achieved so far in the pilot project?
■ six municipalities which are willing to align their facilities between each other
■ awareness among politicians and other actors that in order to maintain the necessary facilities a regional approach is essential
■ a method (with map images) to discuss the future facilities structure with stakeholders (government, institutions) and resident

- what is the background / main reason for these successes?
Six municipalities cooperating on this issue to develop an assessment framework in order to make regional coordination possible.
This cooperation is based on the Masterplan Northeast Fryslân and the accompanying implementation agenda (ANNO).

- what set-backs or problems did you face and what were the reasons for this?
The determination of indicators:
The number of required facilities depends not only on the size and composition of the population, but also of, for example, the necessary support of a facility, a 'reasonable' distance that inhabitants are able to travel, the critical number of pupils of a school, etc. The indicators differ for each type of facility, and are also influenced by for example mobility of the target group, by type of transport (think of public transport), and ICT-solutions.
Therefore, to determine and visualize the required spread of facilities, standards (number of customers, members, pupils) and indicators (maximum scope) had to be discussed and determined.
Using these standards and indicators and population forecasts, future numbers of facilities (base facilities, sports facilities, cultural facilities and education) can be calculated and mapped.

- are there any break-down patterns to be recognized in the project?
■ Not an individual approach (because of individual interests) and consequently individual and ad hoc decision making (by municipalities, local institutions such as school boards, sports clubs), but a collective, integral and regional approach (because of common interests), focussed on cooperation.
■ The pressure to cut governmental expenses due to the economic crises could lead to ‘premature’ decisions with regard to closure of facilities by municipalities and organisations; it was important to convince them to wait for the results of this study.

- what are the DO’s and the DON’Ts of the project?
Do’s:
■ discuss the critical indicators with participants and relevant social organisations
■ focus on an instrument that can support the dialogue with inhabitants

Don’t:
■ focus on a blueprint for the future, search for flexible solutions (scenario’s)

- what are critical success factors in this project?
Geographic information system expertise
Willingness to cooperate (between municipalities themselves, but also between municipalities and social organisations).
Support from relevant stakeholders within the region.

2 What are the expected boundary conditions for the project to be implemented?
- in terms of policy frameworks
■ Political support of all municipalities involved
■ An overarching plan (masterplan) and an appropriate decision making structure, supported by the participating municipalities as a starting point makes it easier to start up a regional project.

4 What is the applicability / transferability of the project?
a) as derived from the project results
- in terms of critical mass (physical, social, budget)
The model shows the consequences of demographic developments for the facilities in rural villages and thereby gives lugs to future investment in the right location and the right way. It shows which facilities and thus investments are no longer profitable. The consequences of the loss of individual facilities within a village are made visible.

- in terms of the needs of the region or location
The method / model can be used to investigate the impact of population decline of population transition on the support base of various facilities in a region.

- in terms of the starting point for implementation
The method is applicable in other regions, but has to be adapted to local circumstances, such as the use of facilities, relevant indicators and population prognoses.

- in terms of participation and organization
The method / model can be used in any region of any size where the sustainable exploitation is increasingly problematic. In a region with relative small municipalities, there is a need for cooperation on a higher level, as was the case in Northeast Fryslân. But the method itself is also applicable in larger regions (a larger administrative unit).

- in terms of time needed for implementation
The process of searching and determining indicators is time intensive (e.g. the distance that people want to travel for the use of facilities). When this information is available, the model can be completed faster and applied.

- in terms of expected outcome (spin off for other fields: physical, social, economical)
The model visualizes that facilities in villages do not stand alone but are directly related to other developments. This is not just about demographic trends, but also on issues such as economy and mobility. On the other hand, facilities, in turn, affect the attractiveness of a village to live in or to establish a company.

b) as derived from testing or implementation the project or the project results elsewhere.
What were the results there?

5 Which tools does the project bring in to alleviate / help starting up implementation elsewhere?
■ a project plan
■ a methodology based on standards and indicators to the consequences of demographic developments for the facilities to image
■ report with description of the methodology

6 Sustainability
a) How is/can the project be sustainably implemented? What is needed to reach this?
- in terms of organization
The project is embedded and secured in the implementation agenda of ANNO. A regional agenda to which several parties have committed themselves is helpful.

- in terms of regional / local networks/partnerships / people
Create awareness and support among people and organisations in the region.
Give space to initiatives of inhabitants which aim the viability and hence the maintenance or even strengthening of the level of facilities.

- in terms of budget
You need budget to run such a project. But with the results, decisions can be made to optimize the spatial structure of facilities in time, with facilities that are profitable.
The model indicates in which locations and in what facilities over a period of 10/20 years should be invested, and also where investment is not wise. By focusing money streams the quality of services can be guaranteed and kept accessible for the residents of in the area.

b) what are the benefits of the project seen from the Profit, Planet, and People side?
Profit: it makes focused use of resources possible. With the knowledge obtained by the project it is possible to push off (sell) facilities that are not profitable.

Planet: With the knowledge obtained funded decisions can be made about combining facilities and about realizing facilities at locations inhabitants go to for their work, shopping or leisure activities; consequence is that the number of transport movements can decrease.

People: By doing so, facilities that are indispensable for the liveability of the region remain available and accessible despite diminishing finances and number of inhabitants.